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FROM
CITY OF
NEWPORT BEACH
City Council Staff Report
November 13, 2018
Agenda Item No. 7
HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
David A. Webb, Public Works Director - 949-644-3311,
dawebb@newportbeachca.gov
PREPARED BY: Patrick Arciniega, Senior Civil Engineer
parcinieq�newportbeachca.gov
PHONE: 949-644-3347
TITLE: Median Landscape Turf Replacement — Jamboree Road from Ford
Road to University Drive —Award of Contract No. 8151-2 (161-02)
ABSTRACT:
Staff has received construction bids for replacement of the median landscape turf on
Jamboree Road between Ford Road and University Drive and requests City Council's
approval to award the construction contract to Conserve LandCare.
RECOMMENDATIONS:
a) Find this project exempt from the California Environmental Quality Act (CEQA)
pursuant to Section 15302(c) (reconstruction of existing facility involving negligible or
no expansion of capacity) of the CEQA Guidelines, California Code of Regulations,
Title 14, Chapter 3, because it has no potential to have a significant effect on the
environment;
b) Approve the project drawings and specifications;
c) Recognize Conserve LandCare as the lowest responsive bidder based on the base
bid plus all additive bid items and award Contract No. 8151-2 to Conserve LandCare
for the base bid price of $381,147.05 plus additive bid items 27, 28, 29 to add artificial
rocks for $45,760.00, and additive bid items 31, 32, 33, 34, and 35 to upsize plant
material for $74,182.56, for a total contract price of $501,089.61, and authorize the
Mayor and City Clerk to execute the contract;
d) Establish a $50,000.00 (approximately 10 percent) contingency to cover the cost of
unforeseen work not included in the original contract; and
e) Approve Budget Amendment No. 19BA-015 recognizing $128,142.00 in new rebate
revenue from the Municipal Water District of Orange County (Revenue Account
No. 13801-431430) and appropriating $225,000.00 (new and existing rebates) to
Account No. 13801-980000-161-02 for Median Landscape Turf Replacement.
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Median Landscape Turf Replacement — Jamboree Road from Ford Road to
University Drive — Award of Contract No. 8151-2 (161_02)
November 13, 2018
Page 2
FUNDING REQUIREMENTS:
Upon approval of the budget amendment, sufficient funding is available for this project.
At the completion of the project, staff will submit a project completion form to the Municipal
Water District of Orange County (MWDOC) to obtain Turf Removal Rebate funds of
$2.00-$2.30 per square foot that have been preauthorized pursuant to MWDOC's
authorization letter (Attachment C). The proposed project turf grass area to be removed
is 56,571 square feet for an expected rebate of $128,142.00 in new grant funding. In
addition to these new turf rebate funds, there is a balance of available rebate revenue
already received by the City to augment the new rebate funds by $96,858.00 for a total
Environmental Contribution of $225,000.00. The balance of the project is funded from
the Neighborhood Enhancement fund, which was appropriated with the adoption of the
FY18-19 Capital Improvement Program budget. The following funds will be expensed:
Account Description
Environmental Contributions
Neighborhood Enhancement
Proposed fund uses are as follows:
Vendor
Conserve LandCare
Conserve LandCare
Various
Account Number
BIDDER
Amount
13801-980000-161-02
$
225,000.00
53601-980000-161-02
$
328,000.00
Total:
$
553,000.00
Purpose
$166,942.56
Amount
Construction Contract
$
501,089.61
Construction Contingency
$
50,000.00
Testing & Incidentals
$
1,910.39
Total:
$
553,000.00
Staff recommends establishing approximately a ten (10) percent contingency for
unforeseen conditions associated with construction.
DISCUSSION:
During the recent drought, regulations were enacted prohibiting use of potable water to
irrigate medians planted with grass and the irrigation on this median was turned off to
comply. To reduce water consumption and abide by State directives to eliminate turf
within median islands, the City proposed this turf reduction project to remove existing turf
grass and replace it with California friendly drought tolerant plants.
At 10 a.m. on October 24, 2018, the City Clerk opened and read the following electronic
bids for this project:
* non-responsive bid
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BIDDER
BASE BID
ADDITIVE BID
ITEMS
TOTAL BID
AMOUNT
Low
United GLI
$384,115.00
$163,222.90
$547,337.90*
2nd
Conserve LandCare
$381,147.05
$166,942.56
$548,089.61
3rd
Marina Landscape, Inc.
$369,724.24
$179,311.25
$549,035.49
4th
Mariposa Landscapes, Inc.
$306,954.99
$258,686.87
$565,641.86
5th
Kato Landscape, Inc.
$376,332.54
$220,297.50
$596,630.04
6th
Inland Empire Landscape, Inc.
$447,382.85
$256,750.06
$704,132.91
7th
YAKAR
$530,782.64
$328,625.00
$859,407.64
* non-responsive bid
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Median Landscape Turf Replacement — Jamboree Road from Ford Road to
University Drive — Award of Contract No. 8151-2 (161_02)
November 13, 2018
Page 3
United GLI was determined to be a Non -Responsive bidder, submitting an incorrect
Addendum and missing the Proposal page with its bid submittal documents. The 2nd
lowest bid from Conserve LandCare is 3% percent below the Engineer's Estimate of
$563,000.00. They possess a California State Contractors License Classification "C-27"
as required by project specifications. A check of the contractor's references indicates
satisfactory completion of similar projects for other public agencies.
The proposed bid award is based on the lowest total bid amount, which includes the base
bid and all additive alternate bid items. The additive alternate bid items fall into three
categories — upsizing plants, artificial boulders, and staining existing concrete pavement.
The additive alternatives as bid by Conserve LandCare are summarized as follows:
Item Additive Alternative
27 Add Artificial GFRC 2' Small Boulders
28 Add Artificial GFRC 3' Medium Boulders
29 Add Artificial GFRC 4' Large Boulders
Subtotal
30 Add Stain / Seal Median Bomanite Pavement
31 Upgrade from 4" to 1 Gal. Carex Panza
32 Upgrade 1 Gal. to 5 Gal. Cotledon Orbinculata Oblonga
33 Upgrade 1 Gal. to 5 Gal. Hesperaloe Parvifolia Brakelights
34 Upgrade 1 Gal. to 5 Gal. Lomanda Longifolia Breeze
35 Upgrade 1 Gal. to 5 Gal. Carissa Grandiflora Green Carpet
Subtotal
Total Additive Alternatives Cost
Bid Price Recommended
$ 18,920.00 $ 18,920.00
$ 11,960.00 $ 11,960.00
$ 14,880.00 $ 14,880.00
$ 45,760.00 $ 45,760.00
$ 47,000.00 $ 0.00
$ 32,925.00
$ 6,690.50
$ 5.06
$ 22,472.00
$ 11,790.00
$ 74,182.56
$166,942.56
$ 32,925.00
$ 6,690.50
$ 5.06
$ 22,472.00
$ 11,790.00
$ 74,182.56
$119,942.56
Bid Items 27, 28 and 29 provide for installing artificial landscape rocks, as was done
recently on Irvine Avenue and West Coast Highway Medians, is priced at $45,760.00.
Bid Items 31 through 35 upsize plant material from mostly one -gallon containers to five -
gallon containers and is priced at $74,182.56 as an additive category. The larger plant
material is recommended as the Jamboree Road median is one of the key entry
statements to the City and to Fashion Island. The Irvine Company recently replaced turf
on Newport Center utilizing five -gallon plant material.
Item 30 was to stain the existing median colored stamp concrete edge at a set allowance
of $47,000, included as a bid alternative for all bidders. This item is not being
recommended for inclusion in this construction contract as the identified sub -contractor
has been non-responsive and staff now believes it would be more effective and cost
efficient to possibly develop and bid out a separate concrete surface refinishing project at
a later date.
Pursuant to the Contract Specifications, Contractor will have 60 consecutive working days
to complete the work. Work is expected to begin December 1, 2018 following Council
approval of the construction contract. Construction completion is scheduled for spring
2019. All work is to be completed prior to April 1, 2019 to receive the MWDOC rebates.
7-3
Median Landscape Turf Replacement — Jamboree Road from Ford Road to
University Drive — Award of Contract No. 8151-2 (161-02)
November 13, 2018
Page 4
ENVIRONMENTAL REVIEW:
Staff recommends the City Council find this project exempt from the California
Environmental Quality Act (CEQA) pursuant to Section 15302(c) (reconstruction of
existing facility involving negligible or no expansion of capacity) of the CEQA Guidelines,
California Code of Regulations, Title 14, Chapter 3, because it has no potential to have a
significant effect on the environment.
NOTICING:
The agenda item has been noticed according to the Brown Act (72 hours in advance of
the meeting at which the City Council considers the item).
ATTACHMENTS:
Attachment A — Location Map
Attachment B — Budget Amendment
Attachment C — Rebate Authorization Letter
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MATCHLINE - SEE RIGHT
&Z
LIMITS OF WORK
Attachment A
MATCHLINE - SEE LEFT
JAMBOREE ROAD MEDIAN LANDSCAPE TURF
REPLACEMENT IMPROVEMENTS
LOCATION MAP
CITY OF NEWPORT BEACH
PUBLIC WORKS DEPARTMENT
161-02 11/13/18
7-5
ATTACHMENT B City of Newport Beach
BUDGET AMENDMENT
2018-19
EFFECT ON BUDGETARY FUND BALANCE:
X Increase Revenue Estimates
X Increase Expenditure Appropriations
Transfer Budget Appropriations
SOURCE:
from existing budget appropriations
X from additional estimated revenues
X from unappropriated fund balance
EXPLANATION:
NO. BA- 19BA-015
AMOUNT:j $225,000.00
This budget amendment is requested to provide for the following:
To increase revenue estimates and expenditure appropriations to provide sufficient funding for completion
of the Median Landscape Turf Replacement Proiect.
ACCOUNTING ENTRY:
BUDGETARY FUND BALANCE
Fund Object
138 300000
REVENUE ESTIMATES
Org Object Project
13801 431430
EXPENDITURE APPROPRIATIONS
Org Object Project
13801 980000 161-02
Signed:
F i r
Signed:
Admi
Signed:
cvdt: Finance Di
Approval: City A
City Council Approval: City Clerk
Amount
Description Debit Credit
Environmental Cont. - Fund Balance $96,858.00 "
Description
Environmental Cont. - MWDOC Rebate $128,142.00
Description
Environmental Cont. - Median Landscape
16L02 -Construct -138 -Unassigned $225,000.00
" Automatic
fl -7 -Is
Date
1 S'
Date
Date
7-6
Increase in Budgetary Fund Balance
ANDX
Decrease in Budgetary Fund Balance
No effect on Budgetary Fund Balance
ONE-TIME?
Yes
No
This budget amendment is requested to provide for the following:
To increase revenue estimates and expenditure appropriations to provide sufficient funding for completion
of the Median Landscape Turf Replacement Proiect.
ACCOUNTING ENTRY:
BUDGETARY FUND BALANCE
Fund Object
138 300000
REVENUE ESTIMATES
Org Object Project
13801 431430
EXPENDITURE APPROPRIATIONS
Org Object Project
13801 980000 161-02
Signed:
F i r
Signed:
Admi
Signed:
cvdt: Finance Di
Approval: City A
City Council Approval: City Clerk
Amount
Description Debit Credit
Environmental Cont. - Fund Balance $96,858.00 "
Description
Environmental Cont. - MWDOC Rebate $128,142.00
Description
Environmental Cont. - Median Landscape
16L02 -Construct -138 -Unassigned $225,000.00
" Automatic
fl -7 -Is
Date
1 S'
Date
Date
7-6
'"Oe
MWD
Street Address:
18100 Ward Street
Fountain Valley, California 92708
Marling Address:
P.O. Box 20895
Fourtain Valley, CA 92728-0895
(714) 963-3058
Fax: (714) 964-9389
v:ti„w.1nV"d11DC.cnn
Brett R. Barbre
President
Joan C. Finnegan
Vice President
Larry D. Dick
Director
Wayne S. Osborne
Director
Megan Yoe Schneider
Director
Sat Tamadbuchi
Director
Jeffery M. Thomas
Director
Robert J. Hunter
General Manager
MEMBER AGENCIES
City of Brea
City of Buena Park
East Orange County Water District
EI Toro Water District
Emerald Bay Service District
City of Fountain Valley
City of Garden Grave
Golden State Water Co.
City of Huntington Beach
Irvine Ranch Water District
Laguna Beach County Water District
City of La Habra
City of La Palma
Mesa Water District
Moulton Niguel Water District
City of Newport Beach
City of Orange
Orange County Water District
City of San Clemente
City of San Juan Capistrano
Santa Margarita Water District
City of Sea] Beach
Serrano Water District
South Coast Water District
Trabuco Canyon Water District
City of Tustin
City of Westminster
Yorba Linda Water District
Attachment C
October 30, 2018
Shane Burckle
City of Newport Beach
100 Civic Center Dr.
Newport Beach, CA 92660
Dear Mr. Burckle,
Subject: Turf Removal Program Rebate Application TR11-C-NWPT-335-26576:
The City of Newport Beach is currently participating in the Turf Removal Program
offered by the Municipal Water District of Orange County (MWDOC) and has an active
application TR11-C-NWPT-335-26576 for the Jamboree Street median between
University and Ford Streets. Based on the measurements taken at the pre -construction
area measurement verification, this project was approved for 56,571 square feet (sq -ft).
This site is eligible for funding based on the following rates: $2.30 per sq -ft up to 50,000
sq -ft and $2.00 per sq -ft for square footage exceeding 50,000.
(50,000 x $2.30) + (6,571 x $2.00) = $128,142.00
MWDOC is offering a maximum incentive of $125,142.00 for your project.
In order to be eligible for this funding, the project must be completed in accordance
with the Terms and Conditions of the Turf Removal Program by March 31, 2019. As
stated in these Terms, the maximum rebate paid will not exceed the approved costs of
the project, as supported by submitted receipts/invoices. Upon completion of the
project and prior to any rebate being paid, the site will undergo a post -construction
area measurement verification to determine the actual square footage of turf grass
removed. If the completed project has converted less than the area measurement
assigned under the pre -construction area measurement, the rebate will be based on the
square footage that has been converted. Any deviation from the Programs Terms and
Conditions will invalidate the rebate paid.
Should you have any questions or need additional information, please contact me at
714/593-5008.
Sincerely,
Joe Berg
Director of Water Use Efficiency
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